A wedding, birthday, concert, or homecoming would be drab without speakers blasting music in the background. They add to the theme, set the mood, get the party started, and eliminate awkward silences or pauses. This is why hiring a good DJ is vital because they can keep the event in high gear from start to finish.
Even more important is securing a decent conference venue for everyone to congregate and party the night away! So just how do you do that for a music-filled event? Buckle up as we go through the only four tips you’ll need to plan a musical event:
Create Contingencies for the Weather
Pay attention to this one, especially if your event is situated outdoors.
Even if Sky News Weather Channel forecasts a bright, sunny day for your event, you’ve got to prepare for the slight chance it rains. That’s why you’ve got to secure a weather plan with the venue staff. A weather plan allows you to reschedule in inclement weather and inform attendees of the changes.
To protect you from losing revenue due to refunds, get insurance to cover you if a legal act of God prevents you from hosting the said event.
Check for Conflicts with Other Events
There’s nothing worse than booking an event, promoting it, then cancelling at the last minute because the venue double-booked. Worse still is if your production team went ahead with the reservation without checking for its availability!
Avoid this by researching and noting local entertainment schedules that have events similar in theme, time, and date. Find gaps and set the date during times where there are no other performers or hosts. This makes marketing easy since attendees have only a few options (hopefully, only yours) to select from.
Secure the Right Permits
This tip is handy if your event is set in a public space like a national park or a reserve.
Outdoor events in public spaces require permits for the event itself and parking, especially if the attendees will be ticketed. You’ll have to book this directly with city officials, or they’ll kick you out of the event area.
If the conference venue is in a university’s quad or gymnasium, get in touch with their administration for their guidelines and other permits required.
Marketing
Now that your location, permits, and schedule (back-up included) are secure, it is time to get into the last tip of event planning: promotions! You need to spread the word, so people know about it, and it’s at the top of their minds. And while electronic marketing is a no-brainer in this day and age, we recommend promoting this way to lock in more attendees:
- A web page: A website is an official way to market electronically. It should contain all the information needed (date, time, venue, backup date and time, ticket prices, online ordering, merchandise, and so on).
- Phone calls: Though old-school, this is still one of the best ways to notify people about an event. If your call is answered, that’s an opportunity to figure out if they’re interested or not, so you have an idea of how many people are going to attend.
- Text, private message (PM), and email blasts: The great thing about sending messages is that the invitation will remain in their inbox and be accessed later. Be sure to include a link to the event website.
- Social media posts: Publish photos, posters, and stories about the event to maximise visibility. As with messaging, be sure to include the link to the event website in the caption.
The Conclusion
Musical events, conferences, and other similar events all need good music and a suitable venue. You can’t have one without the other, and we hope the four above tips make planning a worthwhile endeavour for your potential audience.
In need of a performance venue in Brisbane? Book now at Unidus Community & Conference Centre! We’re a modern, flexible, multi-purpose venue that hosts concerts, birthday parties, and community-run activities all year round!
